3-RFP-ED-26-32 Project Manual, Forms, Appendices.pdf

Template Version 7-8-25

RFP-ED-26-32

REQUEST FOR PROPOSAL:

ECONOMIC REDEVELOPMENT OF

AN APPROXIMATELY 8.5-ACRE

SITE ALONG SR-100

RFP #: RFP-ED-26-32

Financial Services Department 160 Lake Avenue

Budget & Procurement Office Palm Coast, FL 32164

PROPOSAL MANUAL

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TABLE OF CONTENTS PAGE

Overview _________________________________________________________________________ 2

About Palm Coast __________________________________________________________________ 3

General Requirements ______________________________________________________________ 4

APPENDICES ______________________________________________________________________ 7

RFP Process ______________________________________________________________________ 14

Instructions to Proposers ___________________________________________________________ 19

Evaluation of Qualifications and Award _______________________________________________ 22

References – OTHER THAN THE CITY OF PALM COAST ____________________________________ 25

FORM 1 – Conflict of Interest Statement ______________________________________________ 27

FORM 2 – Debarment Certification ___________________________________________________ 29

FORM 3 – Certification of Authorized Signatory _________________________________________ 31

FORM 4 – Compliance Certification Form ______________________________________________ 32

FORM 5- E-VERIFY REGISTRATION AND USE AFFIDAVIT ____________________________ 35

Form 6 - 2 CFR 200.321 Affirmative Step Requirements __________________________________ 37

FORM 7 – PUR 1355 _______________________________________________________________ 38

FORM 8 – AFFIDAVIT OF COMPLIANCE ________________________________________________ 39

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OVERVIEW

CITY OF PALM COAST

REQUEST FOR PROPOSALS (RFP)

TITLE

ECONOMIC REDEVELOPMENT OF AN

APPROXIMATELY 8.5-ACRE SITE ALONG SR-100

REFERENCE

ISSUED

January 14, 2026

DUE

February 12, 2026 at 2 p.m.

PROCUREMENT COORDINATOR

SHANNON KEOUGH-NOLAN

(386) 986-2339 SKNolan@palmcoastgov.com

PROJECT MANAGER

CRAIG MCKINNEY

(386) 986-2471 CMckinney@palmcoastgov.com

BRIEF DESCRIPTION

This Request for Proposals (RFP) is issued by the City of Palm Coast (the “City”) to solicit proposals from qualified development entities for the acquisition, lease, or other public-private development of City-owned property along the SR-100 corridor.

OTHER KEY DATES AND MEETINGS

Non-Mandatory Pre-Proposal Meeting: January 27, 2026 Question Deadline: January 30, 2026 at 2 p.m.

Proposal Deadline: February 12, 2026 at 2 p.m.

The above outlines the deadlines applicable to this RFP. City reserves the right to modify or change the scheduled deadlines at its sole discretion and will provide notice to the Proposers of any such change(s).

DOCUMENT AVAILABILITY, SUBMISSION, OTHER INFORMATION

Proposal documents are available through the City’s Procurement Portal at (https://palmcoastgov.bonfirehub.com/portal). Proposals shall be received electronically through the City’s Procurement Portal by the specified time and date. No other method of submission will be allowed or considered (i.e. Mailed, emailed, or hand delivered).

The City of Palm Coast uses its best efforts to divide total requirements, when economically feasible, into smaller tasks or quantities and to establish delivery schedules, where the requirement permits, in order to encourage participation by minority businesses, women’s business enterprises, and labor surplus area firms in compliance with CFR 200.321. In addition, the city will consider requests from qualified business enterprises to further divide total requirements, when economically feasible, into smaller tasks or quantities and further adjust delivery schedules, where the requirement permits, which encourage further participation by minority businesses, women’s business enterprises, and labor surplus area firms.

Review requests should be submitted on the portal, https://palmcoastgov.bonfirehub.com/portal, on the Messages Tab under Opportunity and Q&A, upon Project Opening and prior to the posted Questions Deadline.

https://palmcoastgov.bonfirehub.com/portal

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ABOUT PALM COAST

The City of Palm Coast, located in Flagler County on the northeast coast of Florida, is situated halfway between St.

Augustine and Daytona Beach and about 70 miles from both the Jacksonville and Orlando metropolitan areas. Palm Coast's Interstate 95 Exit 284 (at State Road 100) is the closest I-95 exit to the beach from Maine to Miami. Palm Coast covers approximately 97 square miles and is situated on 70 miles of saltwater and freshwater canals and the Intracoastal Waterway, providing residents with abundant fishing and boating opportunities.

The City of Palm Coast is one of Florida's newest cities; incorporated in 1999. Palm Coast is a full-service City government servicing over 100,000 residents. It offers a comprehensive list of services including Water/Wastewater Management, Stormwater Management, Public Works, Administration, Economic Development, Finance, Information Technology, Parks & Recreation, Fire and Human Resources. Law Enforcement Services are provided by the Flagler County Sheriff’s Office. Facilities owned and operated by the City of Palm Coast include City Hall, the Water/Wastewater Management, Stormwater Management, the Public Works yard, the Palm Coast Community Center, the Southern Recreation Center and five fire stations.

Palm Coast also provides its residents with over a dozen City parks, a tennis center, a golf course, an aquatics center, and more than 125 miles of connecting multiuse pathways for walking, running, and bicycling. Parks and other recreational amenities are open seven days a week, usually from sunrise to sunset.

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GENERAL REQUIREMENTS

INTRODUCTION - PROJECT OVERVIEW AND OBJECTIVES

FIGURE 1 – AERIAL VIEW OF SR-100 DEVELOPMENT SITE

This aerial depicts the overall development site. City-owned parcels are shown in blue. One parcel within the site boundary that is not currently owned by the city (Parcel 7) is shown in yellow.

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1. OVERVIEW AND INTENT

The city seeks proposals for the development of an approximately 8.50-acre development site located along the SR-100 corridor near Interstate 95 (the “Site”). The 8.50 acres refers to the overall site boundary and does not represent City ownership of all acreage. The development site is within the SR 100 Community Redevelopment Area. The city has been assembling this development site through periodic purchases of individual parcels beginning in 2005. Water and Sewer services do not exist within the site area. They are accessible from the right of way on SR 100 as it directly abuts the site’s frontage parcels.

The City’s objective is to maximize long-term public benefit, fiscal return, feasibility, and quality of development.

Accordingly, the city is intentionally allowing multiple disposition and partnership structures so the market may propose the most advantageous approach.

2. ONE SITE / ONE DEVELOPER / ONE TRANSACTION

All City-owned parcels are offered together as a single, consolidated development opportunity. The City will enter into one master transaction with one selected proposer. The City will not sell or lease individual parcels under this

RFP.

Following award, the selected proposer may internally subdivide or phase the Site, subject to all applicable City approvals.

3. PERMITTED DISPOSITION AND FINANCIAL STRUCTURES

Proposers may submit proposals under one or more of the following structures. If multiple structures are proposed, each must be presented as a standalone option with clearly stated financial terms. The city may select any structure that best advances the public interest.

A. Fee-Simple Purchase

• Proposed purchase price and proposed closing timeline

• Development obligations and milestones tied to closing and/or performance

• Conditions precedent (if any) and due diligence schedule

B. Long-Term Ground Lease (generally 50–99 years)

• Proposed lease term and renewal options (if any)

• Base ground rent, rent commencement, and any free-rent period (if requested)

• Escalation method (fixed %, CPI, step-ups) and timing

• Financing provisions (mortgage ability, non-disturbance, subordination if requested)

C. Hybrid Lease–Purchase Structure

• Initial lease term and rent

• Purchase option timing/trigger(s)

• Purchase price or valuation formula and any credits for rent paid

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D. PILOT or Revenue-Based Structure

• PILOT calculation method (fixed, % of assessed value, % of revenues, or other)

• Term, escalation, and how PILOT interacts with lease or ownership

• Reporting/audit provisions proposed for any revenue-based component

E. Alternative Public–Private Structure

• Legal authority and proposed structure description

• Fiscal impact to the city (upfront and ongoing)

• Risk allocation and any requested City participation/incentives

4. APPRAISAL INFORMATION

The city has obtained independent valuation information for internal decision-making purposes only. Such information will not be disclosed during the solicitation or negotiation process.

5. EVALUATION CRITERIA

Proposals will be evaluated based on overall financial benefit to the City; feasibility and financing strength; quality of the development concept; developer experience and capacity; schedule and ability to execute; clarity of proposed structure; and treatment of the separately owned parcel (Parcel 7).

6. RESERVATION OF RIGHTS

The City reserves the right to reject any or all proposals; waive informalities; request clarifications; negotiate with one or more proposers; modify site boundaries; select a structure different from those proposed; and cancel this RFP if determined to be in the City’s best interest.

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APPENDICES

APPENDIX A – PROPERTY DESCRIPTION & PARCEL IDENTIFICATION

The Site consists of an approximately 8.50-acre development area along SR-100. The City owns twenty-two (22) parcels within the Site boundary. One parcel located within the Site boundary is under separate private ownership and is identified below as Parcel 7.

1. 08-12-31-6000-00050-0010

2. 08-12-31-6000-00040-0010

3. 08-12-31-6000-00040-0060

4. 08-12-31-6000-00010-0010

5. 08-12-31-6000-00010-0060

6. 08-12-31-6000-00050-0020

7. 08-12-31-6000-00040-0020 (PARCEL 7 – NOT CITY OWNED)

8. 08-12-31-6000-00040-0040

9. 08-12-31-6000-00010-0020

10. 08-12-31-6000-00010-0050

11. 08-12-31-6000-00040-0030

12. 08-12-31-6000-00050-0030

13. 08-12-31-6000-00010-0030

14. 08-12-31-6000-00010-0040

15. 08-12-31-6000-00050-0040

16. 08-12-31-6000-00030-0010

17. 08-12-31-6000-00050-0050

18. 08-12-31-6000-00030-0020

19. 08-12-31-6000-00030-0050

20. 08-12-31-6000-00050-0060

21. 08-12-31-6000-00030-0030

22. 08-12-31-6000-00030-0040

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23. 08-12-31-6000-00020-0030

Proposers must clearly disclose whether their proposal assumes: (a) acquisition of Parcel 7 by the proposer; (b) acquisition by the City prior to closing or lease execution; or (c) exclusion of Parcel 7 from the proposed development footprint. All assumptions, costs, and risks must be clearly stated.

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APPENDIX B – COMPARATIVE PROPOSAL MATRIX (OPTION-SPECIFIC SUBMISSION TABLES)

Proposers shall complete ONLY the table(s) applicable to the disposition structure(s) being proposed. Each option below requests information relevant to that structure only. If multiple options are proposed, each option must be completed separately.

OPTION A – FEE SIMPLE PURCHASE

Proposed Purchase Price

Earnest Money Deposit

Proposed Closing Date / Conditions

Development Program Summary

Required Development Milestones

Requested City Concessions (if any)

Treatment of Parcel 7 (Required)

OPTION B – LONG-TERM GROUND LEASE

Proposed Lease Term (Years)

Base Ground Rent

Rent Commencement Date

Rent Escalation Method

Requested Free Rent or Abatement (if any)

Leasehold Financing Provisions Requested

Reversion / End-of-Term Improvements

Treatment of Parcel 7 (Required)

OPTION C – HYBRID LEASE–PURCHASE STRUCTURE

Initial Lease Term

Initial Ground Rent

Purchase Option Timing / Trigger

Purchase Price or Valuation Formula

Credit of Rent Toward Purchase (if any)

Development Milestones Prior to Purchase

Treatment of Parcel 7 (Required)

OPTION D – PILOT / REVENUE-BASED STRUCTURE

Underlying Ownership or Lease Structure

PILOT Calculation Method

Initial PILOT Amount

PILOT Escalation Method

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Term of PILOT Agreement

Reporting / Audit Provisions

Treatment of Parcel 7 (Required)

OPTION E – ALTERNATIVE PUBLIC–PRIVATE PARTNERSHIP STRUCTURE

Description of Proposed Structure

Legal Authority Relied Upon

City Participation Requested

Upfront and Ongoing City Financial Impact

Risk Allocation Summary

Development and Performance Milestones

Treatment of Parcel 7 (Required)

APPENDIX C – REGIONAL & COMMUNITY MARKET CONTEXT (INFORMATIONAL ONLY)

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This section is provided solely to offer general background context regarding the regional and local market environment in which the Site is located. Information contained herein is derived from third-party sources and professional market observations and is not intended as a representation, warranty, or guarantee of development feasibility, market performance, or economic outcomes. Proposers are responsible for conducting their own independent investigations and due diligence.

The Site is located within the Daytona Beach–Palm Coast metropolitan region, which includes Flagler County and Volusia County along Florida’s east coast. The region benefits from direct access to Interstate 95 and regional east– west corridors, positioning the area between the Jacksonville and Orlando metropolitan markets. The regional economy is supported by tourism, healthcare, education, manufacturing, logistics, retail, and professional services.

The region has experienced steady population and household growth driven by in-migration, lifestyle preferences, and housing availability. Median household incomes, while below national averages, have shown consistent growth trends, supported by expanding employment opportunities and relatively competitive cost-of-living conditions.

Employment in the region is diversified, with significant representation in healthcare, education, public administration, logistics, and service-based industries. Major employers include healthcare systems, educational institutions, manufacturing and logistics operators, and public-sector employers.

Transportation infrastructure serving the region includes Interstate 95, State Road 100, U.S. Highway 1, and regional arterials. The area is further supported by freight rail service, Daytona Beach International Airport for commercial air service, and Flagler Executive Airport for general aviation.

Educational and workforce assets include higher-education and training institutions such as Embry-Riddle Aeronautical University, Daytona State College, and Stetson University, contributing to workforce development across technical, professional, and applied disciplines.

The following narrative is excerpted verbatim from the appraisal report titled “City of Palm Coast Site, 5740 SR 100, Palm Coast, Florida,” Colliers File No. JAX250467, dated December 11, 2025. Valuation conclusions, pricing, and comparable sales have been excluded. The text is provided for informational context only.

“The Daytona-Palm Coast, Florida Metropolitan Statistical Area is a Combined (CMSA) consisting of Flagler County and Volusia County in the state of Florida. The principal cities in the CMSA are Deltona, Daytona Beach and Port Orange, all located in Volusia County.”

“The Daytona-Palm Coast CMSA is located on the eastern coast of Florida. It is south of St. Augustine Beach and north of Titusville. The Volusia/Flagler area is best known for its tourism industry, which attracts millions of visitors each year.”

“Motorsports dominate the area, with several racetrack venues as magnets. The best known is Daytona International Speedway, where the headquarters of NASCAR is located.”

“The main natural attraction for tourists is the beaches of Volusia and Flagler counties, with Daytona Beach, Flagler Beach, New Smyrna Beach, and Ormond Beach being the largest draws.”

APPENDIX D – LOCAL AREA & SITE CONTEXT (INFORMATIONAL ONLY)

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This appendix is derived from third-party market research and appraisal narrative materials and is provided for general informational purposes only. It excludes valuation conclusions, pricing data, comparable sales, or feasibility determinations. Proposers must conduct their own independent due diligence.

“The subject property is in the City of Palm Coast within Flagler County, Florida. Palm Coast is a master-planned community situated along Florida’s northeast coast and benefits from proximity to Interstate 95 and State Road 100, providing regional connectivity.”

“The surrounding area consists of a mix of commercial, institutional, and residential uses, with continued development activity occurring along major transportation corridors.”

“Access to the site is considered good due to its location along SR-100, which serves as a major east–west arterial connecting the City of Palm Coast to Interstate 95.”

The Daytona Beach–Palm Coast metropolitan region serves as a growing coastal market positioned between Jacksonville and Orlando. The region benefits from strong transportation connectivity, a diversified economic base, and continued population and household growth.

Population growth in the region has exceeded statewide averages during several recent periods, supported by net in-migration and residential development activity. Household formation trends reflect a mix of retirees, working professionals, and service-sector households, contributing to demand for a range of commercial and employment uses.

The regional employment base includes healthcare, education, tourism, manufacturing, logistics, retail, and public administration. Healthcare and education represent particularly strong and expanding sectors within the Palm Coast and Daytona Beach areas.

Transportation assets include Interstate 95, SR-100, U.S. Highway 1, freight rail infrastructure, Daytona Beach International Airport, and Flagler Executive Airport, providing regional and national connectivity.

Collectively, these regional and community characteristics provide a contextual framework for understanding the Site’s location within a growing metropolitan region. This information is provided for context only and should not be relied upon as a projection of development performance.

APPENDIX E – FREQUENTLY ASKED QUESTIONS (FAQ)

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Q: Does the City own all 8.50 acres?

A: No. The 8.50 acres refers to the overall site boundary. The City owns twenty-two (22) parcels within the Site boundary. Parcel 7 is not City-owned.

Q: Can a proposer submit more than one deal structure?

A: Yes. Proposers may submit one or more alternative structures (fee-simple purchase, ground lease, hybrid, PILOT, or other authorized structure). Each must be priced and described as a standalone option.

Q: Will the City disclose its appraisal?

A: No. The City’s appraisal/valuation information is for internal decision-making purposes only and will not be disclosed.

Q: Can the site be phased or subdivided?

A: Yes. After award, the selected developer may internally subdivide or phase the Site, subject to City approvals.

The City will execute one master transaction.

Q: How must Parcel 7 be addressed?

A: Proposals must disclose whether Parcel 7 is acquired by the proposer, acquired by the City prior to closing/lease execution, or excluded from the development footprint, including costs, timing, and risks.

Q. Are typical CRA and other economic development tools available to help maximize the feasibility and development potential of the site?

A. Yes. Dependent upon the type of development, value of the proposed development, annual ad valorem and sales tax generated to the city, number of employees proposed to work at the site and the average annual wages for those employees. If warranted, this type of assistance is negotiable but not guaranteed.

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RFP PROCESS

PURCHASING PROCEDURES: The Procurement and Contracting Procedures and Processes apply to this Request for Proposal. These procedures can be found at: http://www.palmcoast.gov/procurement under Procurement Policy.

INQUIRIES/INTERPRETATIONS: All Proposers shall carefully examine the Request for Proposal (RFP) documents.

Any ambiguities or inconsistencies shall be brought to the attention of the City prior to the due date in writing through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal); failure to do so will constitute an acceptance by the Proposer of any subsequent award decision. In addition, the city will consider requests from qualified business enterprises to further divide total requirements, when economically feasible, into smaller tasks or quantities and further adjust delivery schedules, where the requirement permits, which encourages further participation by minority businesses, women’s business enterprises, and labor surplus area firms. Any questions concerning the intent, meaning and interpretations of the RFP documents including the attached draft agreement, or suggestions for addenda to the RFP documents, shall be posed through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) during the Q&A period. Proposer should not rely on any oral statement or instructions made by any employee(s) of the City with regard to this proposal. Any oral statements or instructions given before the proposal due date will not be binding on the city.

ADDENDA: Should revisions to the RFP documents become necessary, the City shall post addenda on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal). All Proposers should check the City’s Procurement Portal Web Page at least three (3) calendar days before the proposal due date to verify information regarding addenda. Failure to do so could result in rejection of the proposal as unresponsive. Proposer must sign, date, and return all addenda with their proposal for the submission to be deemed Responsive. It is the sole responsibility of the Proposer to obtain information related to addenda and to ensure that the proposal considers all changes to the RFP documents.

ANTI-LOBBYING/CITY CONTACT : Proposers are hereby notified that all communications regarding this RFP, whether in writing, electronic, verbal, or by some other means, and whether made indirectly by third parties or directly by the Proposer, must be submitted to the City’s Procurement Portal Web Page. Except as expressly required by this RFP for formal presentations (if any), any indirect or direct communications and lobbying regarding this RFP made to members of the City Council, members of the Evaluation Committee, or any other City official, from the date of advertising until the time an award has been made, are strictly prohibited and may constitute grounds for immediate disqualification of the Proposer’s proposal.

PREPARATION COSTS: The City shall not be liable for any expenses incurred in connection with preparation of a proposal. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of this RFP.

LICENSES/PERMITS: Unless expressly stated in the RFP, all permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, City, etc. are the responsibility of the Proposer.

CONTRACT TERMS AND CONDITIONS: Based upon the merits of a proposal selected for further negotiation, the City Attorney will draft a purchase and development agreement at the conclusion of successful staff negotiations that includes the details associated with the agreed property acquisition option and outlines all of the other agreed to terms, conditions and performance requirements by both parties. UNLESS EXPRESSLY ACCEPTED BY THE CITY AND ISSUED BY ADDENDA, ONLY THE TERMS AND CONDITIONS IN THIS RFP SHALL APPLY.

NO ADDITIONAL TERMS AND CONDITIONS INCLUDED WITH THE PROPOSAL SHALL BE CONSIDERED. ANY AND ALL SUCH ADDITIONAL TERMS AND CONDITIONS ARE INAPPLICABLE TO THIS RFP, WHETHER SUBMITTED PURPOSEFULLY OR INADVERTENTLY, OR APPEARING SEPARATELY IN TRANSMITTAL LETTERS, SPECIFICATIONS, https://palmcoastgov.bonfirehub.com/portal

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LITERATURE, PRICE LISTS OR WARRANTIES. IT IS UNDERSTOOD AND AGREED THAT THE GENERAL AND/OR ANY SPECIAL CONDITIONS IN THESE RFP DOCUMENTS AND SUBSEQUENT ADDENDA ARE THE ONLY CONDITIONS APPLICABLE TO THE PROPOSER’S SUBMITTAL, AND THE PROPOSER'S SIGNATURE ON THE RESPONSE FORM ATTESTS TO THIS STATEMENT. EXCEPTIONS TO THE TERMS AND CONDITIONS WILL NOT BE ACCEPTED.

SUBMISSIONS: Refer to the Instructions to Proposers for instructions on preparation of the proposal.

TIME TO RESPOND: Proposals shall be submitted electronically through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) for receipt by the specified time and date. No other method of submission will be allowed or considered (i.e. mailed, emailed, or hand delivered). It is strongly recommended that Proposers begin the uploading process at least ONE (1) day before the Proposal Deadline set forth in the Overview for sufficient time to complete the process. NO SUBMISSIONS THROUGH THE CITY’S PROCUREMENT PORTAL WEB PAGE WILL BE ALLOWED OR CONSIDERED AFTER THE SPECIFIED TIME AND DATE. For general assistance, please contact Budget and Procurement Division staff at least one business day in advance of the proposal due date. For technical questions related to the submission portal, please contact Bonfire at Support@GoBonfire.com or visit their help forum at https://bonfirehub.zendesk.com/hc.

ADDITIONAL INFORMATION/FOLLOW-UP: No additional information may be submitted, or follow-up made, by any Proposer after the stated due date, outside of a formal presentation to the Evaluation Committee, unless requested by the City. At the time of opening and upon review of the proposals, the City reserves the right to request all required forms/attachments (other than the Comparative Proposal Matrix (Appendix B), issued addenda and Form 4) that may have not been submitted at the time of submittal. The respondent shall have one (1) business day from the City’s request to supply this information to the City for their proposal to be considered valid.

DELAYS: The City, at its sole discretion, may delay the scheduled due dates indicated if it is to the advantage of the City to do so. The City will notify Proposers of all changes in scheduled due dates by posting the notification in the form of addenda on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal).

PROPOSAL WITHDRAWAL: Proposers may withdraw their proposals through the City’s Procurement Portal prior to the time and date set for the proposal deadline. Once opened, proposals become the property of the City and will not be returned to the Proposers.

INCOMPLETE PROPOSALS/MISTAKES IN PROPOSAL: Failure to sign and return any or all issued addenda, failure to return a signed and completed Comparative Proposal Matrix (Appendix B), if applicable, and/or failure to sign and return a completed Form 4 Compliance Certification shall be absolute disqualification of the proposal as nonresponsive. Other than the Comparative Proposal Matrix (Appendix B), if applicable, issued addenda, and Form 4, the City reserves the right, at City’s discretion, to reject the proposal, or to request all required forms/attachments that may have not been submitted, or that may be otherwise incomplete or noncompliant in the City’s opinion. Upon request by the City, the Proposer shall have one (1) business day to supply this information to the City for the proposal to be considered valid. Proposers are expected to examine the terms and conditions, specifications, delivery schedule, prices, extensions and all instructions pertaining to supplies and services. Failure to do so will be at Proposer's risk. In the event of extension or addition error(s), the unit price, and extension will prevail, and the Proposer's total offer will be corrected accordingly. Written amounts take precedence over numerical amounts. Proposals having erasures or corrections must be initialed in ink by the Proposer.

PUBLIC OPENING: The proposals shall be opened publicly, and the names of the Proposers shall be read aloud at that time. Persons with disabilities needing assistance to participate in the public opening should contact the City Human Resource Office ADA Coordinator at 386-986-2570 at least forty-eight (48) hours in advance of the public opening.

ACCEPTANCE/REJECTION/GROUNDS FOR DISQUALIFICATION: The City reserves the right to accept or reject any or all proposals, or any part of a submittal for any reason and without penalty prior to or after the rankings mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc

16 | P a g e are made by the City, and to terminate any contract negotiations commenced with any Proposer. City will make the award to those Proposers, who in the opinion of the City will be in the best interest of or the most advantageous to the City. The City also reserves the right to reject the proposal of any Proposer who has previously failed in the proper performance of an award or failed to deliver on time contracts of a similar nature, or who, in the City's opinion, is not in a position to perform properly under this award. The City reserves the right to inspect all facilities of Proposers in order to make a determination as to the foregoing. The City reserves the right to waive or enforce any irregularities, informalities, and technicalities and may at its discretion, request a re-procurement. This section shall be construed liberally to benefit the public and not the Proposer. Any of the following causes may also be considered as sufficient grounds for disqualification of a Proposer or the rejection of a proposal:

a) Evidence of collusion among Proposers.

b) Lack of responsibility as shown by past work in similar projects including, but not limited to, life safety performance, strict adherence to all maintenance of traffic requirements, if applicable, workmanship, progress and scheduling, and financial irresponsibility. The City may also consider past litigation and claim history of the Proposer as evidenced by prior frivolous claims made by Proposer in connection with other projects.

c) Delayed, incomplete or nonperformance to which the Proposer is committed by contract which may raise concern about the timely performance under this RFP.

d) Any Proposer that submits a proposal containing information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration. Falsification of any entry made on the proposal shall be deemed a material irregularity and will be grounds, at the City's option, for disqualification of the Proposer or rejection of the proposal.

e) Proposers, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of submittal of the proposal for the type of goods/services to be provided. Should Proposer not be fully licensed and certified, its proposal shall be rejected.

f) Misrepresentation of any material fact, whether intentional or not, regarding the Proposer’s insurance coverage, policies or capabilities may be grounds for rejection of the proposal and rescission of any ensuing contract.

g) Non-compliance with the submittal requirements of these Instructions to Proposers

h) Any other evidence which may hinder or otherwise delay completion of the Project may be grounds for disqualification.

SELECTION AND AWARD: The award will be made to a responsive, responsible Proposer consistent with the process and award criteria set forth in the Evaluation of Qualifications and Award herein. The City reserves the right to accept any proposal or combination of proposal alternates which, in the City’s judgment, will best serve the City’s interest. Discrepancies in the multiplication of units of work and unit prices will be resolved in favor of the unit price.

Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Proposer understands that submission of its proposal constitutes Proposer’s acceptance of the terms and conditions of this Request for Proposal, including the contract template attached. However, Proposer also understands that its proposal does not constitute an agreement or a contract with the City. The City reserves the right to reject all proposals, to waive any formalities, to solicit and re-advertise for new proposals or to abandon the project in its entirety. The right is reserved to make a separate award of each item, group of items or all items, and to make an award, in whole or in part, whichever is deemed in the best interest of the City. Pursuant to Florida Statutes § 287.05701, the city will not give preference to or request documentation of or consider a vendor’s social, political, or ideological interests when determining the vendor’s qualifications.

a) AWARD CRITERIA: Refer to Section entitled, “Evaluation of Qualifications and Award”.

b) LOCAL BUSINESS PREFERENCE IN SELECTION AND AWARD: The City has a Local Business Preference Policy, see Section 2-30 of the City of Palm Coast Code of Ordinance, designed to aid Local Vendors. The Policy allows Local Vendors (defined below) to be awarded a solicitation if their cost to the City is within 3%

- 5% (depending on amount) up to total of $20,000 (see calculation below). The City’s Local Business

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POSTING OF PROPOSAL AWARD: Notice of Intent to Award will be posted on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) prior the City’s final approval process.

PROTEST: Protests hereunder shall be in accordance with City Code of Ordinances Chapter 2, Article 1, Division 3, Section 2-29 Bid Protest Procedures (https://library.municode.com/fl/palm_coast).

PUBLIC RECORDS: Upon Notice of Intent to Award or thirty (30) days after opening, proposals become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the response to the proposal documents and must identify the data or other materials to be protected and must state the reasons why such exclusion from public disclosure is necessary. The city cannot guarantee the confidentiality of any document.

PROPOSALS TO REMAIN FIRM: All proposals shall remain firm for a minimum of one-hundred and twenty (120) days after the day of the opening to allow for the evaluation, selection process and proper execution of the contract.

If need be, the Proposer and the City may mutually agree to extend that time up to an additional ninety (90) days.

MULTIPLE SUBMISSIONS: More than one proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal will be cause for rejection of all proposal in which such Proposer is believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers. Proposals in which the prices obviously are unbalanced will be subject to rejection.

NON-APPROPRIATION OF FUNDS: In the event that insufficient funds are appropriated and budgeted or funding is otherwise unavailable in any fiscal period for this proposal, the City shall have the unqualified right to terminate the Purchase or Work Order(s) or contract upon written notice to the Proposer, without any penalty or expense to the City. No guarantee, warranty or representation is made that any particular work or any project(s) will be assigned to any proposer(s).

GOVERNMENTAL RESTRICTIONS: In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Budget and Procurement Division at once in writing, indicating the specific regulation which requires an alteration, including any price adjustments. The City reserves the right to accept such alteration or to cancel the contract or purchase order at no further expense to the City.

PATENTS AND COPYRIGHTS: The Proposer shall indemnify and hold harmless, the City, its employees and any of its Council Members from liability of any nature or kind, including cost and expenses for or on account of, or for infringement of, patent rights, copyrights, or other intellectual property rights. Further, if such a claim is made, or is pending, the Proposer may, at its option and expense, procure for the City the right to use, replace or modify the item to render it non-infringing. If none of the alternatives are reasonably available, the City agrees to return the article on request to the Proposer and receive reimbursement. If the Proposer uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understood, without exception, that the proposal prices include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work.

PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES: The City of Palm Coast hereby permits the successful Proposer to extend the pricing, terms and conditions of this solicitation and resultant contract to other governmental entities at the discretion of the successful Proposer. Each governmental agency desiring to accept the successful proposal, and make an award thereof, shall do so independently of any other governmental agency. Each governmental agency shall be responsible for its own purchases and each shall be liable only for https://library.municode.com/fl/palm_coast

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ADVERTISING: In submitting a proposal, Proposer agrees not to use the results as a part of any commercial advertising, without the express written approval of a city employee with the appropriate level of authority.

CITY LOGO: Proposers are approved to use the City logo in your submission materials and/or presentations.

DEBARMENT: Following award, where the successful Proposer’s services are subsequently terminated for cause, the City reserves the right to suspend/debar the successful Proposer from submitting proposals on City procurements/contracts for a period of up to 36 months and/or pursue any and all other remedies available to the City.

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INSTRUCTIONS TO PROPOSERS

PROPOSAL SUBMITTAL

The Proposer must submit a proposal that substantially complies with this RFP in all material aspects. All proposals must contain direct responses to the requested information. The response should be organized so that specific sections and questions being responded to are readily identifiable and in the same sequence as outlined below. The proposal shall cover in as much detail as possible the requirements of the RFP, subject to modification and enhancements as a result of information gained during the selection process. However, Proposers are advised that lengthy or overly verbose or redundant submissions are not necessary. Proposers are advised to carefully follow these Instructions in order to be considered fully responsive to this RFP. Compliance with all requirements will be solely the responsibility of the Proposer. Proposers shall submit all required forms through the process outlined in the Preparing and Uploading Submission section below. By submitting a response, the Proposer warrants that its proposal is correct.

The proposal must be divided into nine (9) sections with references to parts of this RFP done on a section number/paragraph number basis. The nine (9) sections shall be named:

SECTION 1 - PROPOSAL EXECUTIVE SUMMARY: Discuss the highlights, key features and distinguishing points of the proposal. The executive summary should be in the form of a letter that, at minimum, includes:

name of individual, partnership, company, or corporation submitting proposal; a brief history of the company;

city’s RFP number; statement that all terms and conditions of the RFP are understood and acknowledged by the undersigned; and signature(s) of representative(s) legally authorized to bind the Proposer. A separate sheet shall include a list of individuals who will be significant members of the project team, including contact information, i.e., phone numbers and email addresses. Limit this section to five (5) pages.

SECTION 2 - TABLE OF CONTENTS: There shall be a Table of Contents for material included in the proposal.

SECTION 3 – FINANCIAL BENEFIT TO THE CITY (30 PTS): This criterion evaluates the overall financial value of the proposal to the City, including upfront consideration, long-term revenue streams, escalation provisions, and the durability and reliability of proposed payments or fiscal benefits.

SECTION 4 – FEASIBILITY, FINANCING, AND CERTAINTY OF EXECUTION (25 PTS): This criterion evaluates the proposer’s demonstrated ability to successfully implement the proposal, including financing capacity, realism of the proposed schedule, market support for the proposed uses, and the likelihood of timely execution.

SECTION 5 – DEVELOPMENT CONCEPT AND SITE UTILIZATION (15 PTS): This criterion evaluates the quality, appropriateness, and efficiency of the proposed development concept, including how effectively the Site is utilized and how the proposal aligns with City goals for the SR-100 corridor.

SECTION 6 – PROPOSER QUALIFICATIONS AND EXPERIENCE (15 PTS): This criterion evaluates the experience, capacity, and track record of the proposer and project team, including experience with comparable projects, public-sector partners, and the proposed development or transaction structure.

SECTION 7 – DEAL STRUCTURE QUALITY AND RISK ALLOCATION (10 PTS): This criterion evaluates the clarity and soundness of the proposed transaction structure, the allocation of risks between the City and the proposer, and the administrative feasibility of the proposed arrangement over time.

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SECTION 8 – PARCEL 7 STRATEGY AND SITE CONTROL (5 PTS): This criterion evaluates the proposer’s approach to addressing the separately owned parcel within the Site boundary, including clarity of the proposed strategy, allocation of risk and cost, and the potential impact on project timing and feasibility.

SECTION 9 - REQUIRED FORMS: This section shall include the required forms which are available at the end of this Proposal Manual.

INSURANCE

Proposers shall have insurance coverage that complies with the Insurance Requirements set forth in the Contract Template attached to this RFP. Proof of insurance shall be furnished to the City prior to final execution of the contract.

PROPOSAL SECURITY

A security is ☐ required, or ☒ not required for this proposal. If a security is required, a bond shall accompany each proposal if the proposal amount is one-hundred thousand dollars ($100,000) or greater. The certified check, cashier’s check or bond shall be for an amount not less than five percent (5%) of the price/cost and shall be made payable to the City as a guarantee that the proposer will not withdraw its proposal for a period of one hundred twenty (120) days after proposal closing time and, upon award, will execute a contract with the City.

CONFIDENTIAL MATERIALS

Any materials that Proposer claims qualify as “trade secrets” under the Public Records Act shall be segregated, clearly labeled “trade secrets”, and accompanied by an executed Non-Disclosure Agreement for Confidential Materials.

WARRANTY AGAINST FRAUD AND COLLUSION

By submitting a proposal in response to this RFP, the Proposer warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Proposer, to solicit or secure this business and the resulting contract, and that the Proposer has not paid, or agreed to pay, any person, company, corporation, individual or firm, other than a bona fide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon, or resulting from, the award or the resulting contract. For the breach or violation of this provision, the City shall have the right to disqualify the proposal and terminate the Agreement at its sole discretion, without liability, and to deduct from the contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration.

By submission of a proposal, Proposer affirms that its proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. Proposer agrees to abide by all conditions of this RFP and the resulting contract.

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PREPARING AND UPLOADING SUBMISSION

1. PREPARE YOUR SUBMISSION MATERIALS:

Requested Information:

Name Type # Files Requirement

RFP Proposal File Type: PDF (.pdf) Multiple Required

Comparative Proposal Matrix

File Type: PDF (.pdf) Multiple Required

Narrative Financial Evaluation

File Type: PDF (.pdf) Multiple Required

Required Forms File Type: PDF (.pdf) Multiple Required

• Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

• Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

2. UPLOAD YOUR SUBMISSION: https://palmcoastgov.bonfirehub.com/opportunities/214342

Important Notes:

• Each item of Requested Information will only be visible after the Closing Time.

• Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox.

JavaScript must be enabled. Browser cookies must be enabled.

https://palmcoastgov.bonfirehub.com/opportunities/214342

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EVALUATION OF QUALIFICATIONS AND AWARD

Proposals will be evaluated by a city-appointed evaluation committee based on the criteria set forth below. The criteria are not listed in order of importance except as reflected in their relative point values. The City reserves the right to consider any additional information that, in its judgment, is relevant to determining the proposal or deal structure that provides the greatest overall benefit to the City. The City may select the proposal that, in its sole discretion, best serves the public interest, which may or may not be the proposal offering the highest immediate financial consideration.

Evaluation Criterion Maximum Points

Financial Benefit to the City 30

Feasibility, Financing, and Certainty of Execution 25

Development Concept and Site Utilization 15

Proposer Qualifications and Experience 15

Deal Structure Quality and Risk Allocation 10

Parcel 7 Strategy and Site Control 5

Total Possible Points 100

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EVALUATION / RANKING:

Prior to receipt of proposals, the City will establish an Evaluation Committee to evaluate the proposals. Separately, each individual Evaluation Committee member will score each criteria listed above for each proposal. The scores will range from the minimum points allowed to the maximum points allowed for the corresponding criteria.

The City’s Budget and Procurement Office will then compile these scores. A meeting may be held to review the individual scores and discuss significant variances. Scores may be modified at this time. The BPO Coordinator shall convert each evaluation committee “members” total points for each submittal into a ranking. Each member’s top ranked submittal will be assigned ranking of “1”; the second a ranking a “2” and so on. The City reserves the right to establish alternate selection criteria, rescore, re-rank, and/or shortlist. The City in its sole discretion will determine the method of evaluation and award that is most advantageous to the City.

The City reserves the right to contact references provided by the Proposer or visit operations listed in the proposal.

Information supplied by client references or obtained upon site visits may be used in determining the relative merits of the Proposer under any and all of the Evaluation Criteria.

The City reserves the right to make a separate award of each item, group of items or all items, and to make an award, in whole or in part, whichever is deemed in the best interest of the City.

ORAL PRESENTATIONS (IF REQUIRED)

The Evaluation Committee shall make reasonable effort to achieve the ranking using written submittals alone. If, at City’s sole discretion, no single top-ranked Proposer can be clearly identified based on the written submittals alone, then the City may post a Notice of Shortlist and schedule the top ranked Proposer(s) to give oral presentations. The City may choose one or more of the top ranked Proposers to present. Such presentations are exempt from public meeting requirements in accordance with Section 286.0113(2)(b)1.

• The City shall establish the schedule. Proposers will be notified at least seven (7) calendar days in advance of the date, time and place. The specific format of each presentation will be provided to Proposers with the notifications.

• The City shall allot equal time for each Proposer divided into three sequential parts: formal presentations, questions/answers, and discussion. Presentations provide an opportunity for the Proposers to demonstrate their ability to use time efficiently, effectively and economically.